Conference Planner, Production & Marquee Content

Gartner is searching for a Conference Planner, Production Experience & Marquee Content to work within Gartner’s Production Experience Center of Excellence. This role supports the global Destination Conference Portfolio of events. As the Planner, you will provide administrative, logistical and organizational support in delivering the planning, pre-production, and on-the-ground execution of multiple conferences, events and projects. A successful candidate will thrive in a quick moving environment with keen attention-to-detail.

In this role, the Planner will provide customer-centric project management and overall support at the highest level possible to the team. An understanding of live conference planning and conference project management is essential. Understanding of the Audio Visual function within conferences is a plus. The ideal candidate must have strong organizational skills, ability to work across multiple teams and cultures, impeccable communication skills, and be energetically driven to meet the needs of our team.

• Support the project management for the creation and delivery of Gartner’s highest level keynote sessions by partnering and collaborating with internal stakeholders in Conferences and Business and Technology Insights as well as external vendors across multiple Conference portfolios
• Leverage best practices to support live conference/event production planning processes
• Schedule and participate in pre-production and onsite global meetings, which may be out of hours at times, often acting as the representative from the Production Experience team bringing updates and questions to the wider planning teams
• Support in managing the production timelines, key milestones, show flow documents and logistics
• Prepare routine correspondence and forms, such as Contact Reports, internal and external briefing documents, Logistics arrangements, on-site expectations, script management instructions and others as needed
• Coordinate pre-event and on-site logistics including rehearsal scheduling, rehearsal logistics, AV setups, crew catering, and other on-site activities as required
• Collaborate with internal/external partners and vendors on the production of visual assets
• Support the team regarding all requirements for all onsite delivery assets including staging, scenic, graphics, audio, animation and all creative media components
• Understand and uphold Gartner’s brand with all assets created
• Meticulously track and prepare versions of scripts and graphics for delivery at Conferences around the world
• Partner with and communicate with internal and external partners such as AV agencies, creative agencies, speaker/performance coaches, freelancers, writers, etc.
• Assist with budget reconciliation and tracking in coordination with management and finance including collecting and processing vendor invoices
• Maintain detailed documentation and reports with attendee feedback, wrap-up notes and debrief reports
• Proactively engage with team to pursue process improvements
• Highly skilled in handling multiple complex and concurrent projects
• Support internal/corporate events periodically as the calendar permits

• High Scores from clients on Keynote in each region
• Flawless client experience – continual understanding of attendees’ key priorities and map back to those metrics
• Build and maintain excellent working relationships
• Achievement of financial objectives
• Engagement and effective management of suppliers/global partners
• Exceptional operational efficiency

• Bachelor’s degree or equivalent work experience
• 1 year of experience in related field and industry
• Project and budget management experience required
• Beginning to end understanding of live conference production and creative content…